Associate Program Manager

Description

Summary:

Responsible for supporting and managing a variety of pharmaceutical meetings with primary focus on attendee communications and attendee onsite experience. Works with colleagues to ensure each program is flawlessly executed within budget and has met all the objectives. Responsible for decisions and recommendations on the program budget and program execution.

Key Job Responsibilities:

(Duties may include, but not limited to all or some of the following)

Meeting Management:

• Identify venue sourcing and registration set up requirements based on meeting requirements
• Point person to lead attendee management, Manages shared mailbox with attendee registrations, housing, air and ground transportation arrangements, secures sponsor approvals for change in scope and, budget exceptions
• Supports and facilitates program planning calls with clients and internal project teams
• Creates and distributes call agenda and call notes
• Knowledge of budgets for multiple meetings and assess change in scope against contractual agreements
• Adheres to sponsor compliance guidelines with an acute awareness of compliance restrictions
• Responsible to ensure assigned programs are conducted within the defined budgeted parameters, with managed expectations
• Suggests and implements alternative solutions to problems with timelines, schedules, resources, budgets, and takes corrective action when necessary
• Responsible for presenting venue options based on cost and program objectives. Negotiates and executes contracts with hotels and vendors
• Creates meeting specifications and works directly with hotel to ensure accurate food & beverage, meeting room setup and guest room arrangements
• Knowledge of resources to assist with meeting objectives
• Promotes a positive, cohesive team approach during the planning process and onsite execution working directly with hotel, vendors, sponsor, clinical team and attendees
• Reconciles vendor billing

Meeting Support:

• Responsible for registration requirements
• Tests registration site functionality
• Manages attendee communications and responsible for attendee onsite experience
• Oversees meeting requirements such as graphics, audio visual, food & beverage, room layouts/diagrams, travel expense guidelines
• Manages registration, housing, air and/or ground transportation arrangements and reporting
• Proficient in Cvent:
  • Venue Sourcing
  • Registration Portal Review
  • Attendee Tracker Uploads (Scrub/Additions/Changes/Declines)
  • Attendee Communications (Save the Dates, Invitations, Travel Confirmations, Reminders)
  • Manage Shared Mailbox (Registrations, Travel Itineraries, Registration Status)
  • Manage Meeting Recruitment via Email, Phone Call Follow Ups
  • Reporting (Reporting Status per Client Specifications)
• Create and prepare all on-site & electronic meeting materials for Clinical and Sponsor review/approval
• Order materials, track shipments
• Save all project-related documents in job tracking and/or shared drive following meeting execution
• Knowledge of global regulatory guidelines established in the pharmaceutical industry
• All other tasks as needed and approved by manager

Job Qualifications:

Required

• College Degree
• 3-5 years Meeting & Event Experience
• Proficient in Cvent and Microsoft Office applications, with a heavy emphasis in Excel
• Able to travel (up to 40%) including weekends
• Previous meetings or pharmaceutical experience is preferred

Core Competencies

• Absorb and Process complex meeting terminology/AV requirements/understand hotel components
• Understanding of budget impacts/how budgets work
• Proficient knowledge of vendor negotiations & contracting
• Have a basic understanding of a Clinical Research Organization/Contract Commercial Organization
• Analytical, decision-making and problem-solving skills.
• Mentor Program Specialists for growth
• Manage and lead small to mid- size meetings

The annual base salary for this position ranges from $56,000 to $70,000. The base salary range represents the anticipated low and high of the Syneos Health range for this position. Actual salary will vary based on various factors such as the candidate's qualifications, skills, competencies, and proficiency for the role. In addition, some positions may include eligibility to earn commissions/bonus based on company and / or individual performance.

At Cadent, we are dedicated to building a diverse, inclusive and authentic workplace. If your past experience doesn't align perfectly, we encourage you to apply anyway. At times, we will consider transferable skills from previous roles. We also encourage you to join our Talent Network to stay connected to additional career opportunities.

Cadent is a US Medical Communications company with employees located across the US. The home office is in New York City. Cadent specializes in high science, high touch peer to peer medical communications. The company excels in translating complex science into compelling messages that deliver value and action. Cadent builds relationships and collaboration between the biopharmaceutical industry and healthcare professionals.

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Syneos Health companies are affirmative action/equal opportunity employers (Minorities/Females/Veterans/Disabled)

At Syneos Health, we believe in providing an environment and culture in which Our People can thrive, develop and advance. We reward and recognize our people by providing valuable benefits and a quality-of-life balance. The benefits for this position will include a competitive compensation package, Health benefits to include Medical, Dental and Vision, Company match 401k, flexible paid time off (PTO) and sick time. Because certain states and municipalities have regulated paid sick time requirements, eligibility for paid sick time may vary depending on where you work. Syneos Health complies with all applicable federal, state, and municipal paid sick time requirements.